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Terms of Reference Woolhampton Community Plan Steering Group

Name

The name of the organisation shall be the Woolhampton Community Steering Committee, hereafter referred to as the committee.

Purpose

The purpose of the committee shall be to support and encourage the Parish Council to implement the recommendations of the committee as laid out in the Parish Action Plan by carrying out the following tasks:-

  • Investigate and identify support for the Community Plan.
  • Identify sources of funding.
  • Take initiatives, where appropriate, for planning, budgeting and monitoring expenditure on the plan for consideration by the Woolhampton Parish Council.
  • Liaise with relevant authorities and organisations including the Parish Council to make the plan as effective as possible.
  • Identify ways of involving the whole community and gather the views and opinions of as many groups and organisations in the community as possible as an on-going process for consideration by the Parish Council.
  • Determine the types of survey and information gathering to be used.
  • Be responsible for the analysis of relevant surveys for consideration by the Parish Council.
  • Identify priorities and timescale for local action in the action plan including lead persons, lead organisations and potential sources of project funding.
  • To report back to the Parish Council on progress, issues arising and outcomes from activities together

Membership

The committee will include up to 15 members, of which a maximum number of 3, will be members of the Parish Council.  Any resident of Woolhampton may be co-opted as a member of the Committee, particularly those representing a local group.  The committee may co-opt additional members at its discretion.  A person shall cease to be a member of the committee having notified the Chairman or secretary of his or her wish to resign.

Officers

The committee will elect a Chairman (who shall not be a Parish Councillor) appoint a Vice-Chairman, a secretary and appoint the Clerk to the Parish Council as its non-voting treasurer. Other officers can be appointed by the committee as and when necessary.

Meetings

The committee shall meet at least four times a year, or as may be required. At least five clear days’ notice of meetings shall be given to members. All notices of committee meetings must detail the matters to be discussed. In the absence of the Chairman the members present shall elect one of their numbers present to act as Chairman of the meeting.  In the event of an equality of votes the Chairman or the acting Chairman shall have a casting vote.

Every formal resolution shall be determined by a majority of notes of the Committee members present and voting. In the case of equality of votes the Chairman shall have a casting vote. A quorum for a Committee meeting shall be one third of its total membership.  The secretary shall keep a record of meetings in a minute book, and circulate minutes of members of the committee not more than 21 days after each meeting and before the next meeting. A member will be deemed to have left the committee if he/she misses three consecutive meetings without a reason acceptable to the committee.

Working groups

The committee may appoint such working groups, as it considers necessary to carry out functions specified by the committee. Each working group should have a nominated Chairman but this person does not have to be a member of the steering committee. Working groups do not have power to authorise expenditure on behalf of the committee.  Working groups will be bound by the terms of reference set out for them by the steering group.

Finance

The Clerk to the Parish Council shall act as non-voting treasurer.  The treasurer shall keep a clear record of expenditure, where necessary, supported by receipted invoices. Members of the community who are involved as volunteers may claim back any expenditure that was necessarily incurred during the process of approved activities which was approved in advance by the treasurer. This could include postage and stationary, telephone calls and travel costs.  The treasurer will report back to the committee and the Parish Council on planned and actual expenditure for the project. Upon dissolution of the Committee any remaining funds shall be transferred to the Parish Council for disposal.

Changes to the Constitution

This constitution may only be altered by the Parish Council.

Dissolution of the committee

Upon dissolution of the committee any remaining funds shall be disposed of by the Parish Council, accordance with the decisions reached at an Extraordinary Meeting open to the public in the area of benefit called for that purpose. No individual member of the committee shall benefit from the dispersal.

Woolhampton Parish Council – January 2017